Gallery Associate and Community Connections Coordinator
Posted: Mar 01, 2024
Job Title: Gallery Associate and Community Connection Coordinator
Reports to: Executive Director, works closely with Curator and Gallery Shop Manager
Responsible for friendly and professional representation of LeMoyne Arts to the public.
Duties include welcoming and assisting all guests and callers, selling LeMoyne’s services and art, coordinating volunteers and interns, data tracking and reporting, and maintaining LeMoyne’s fresh, tidy, and welcoming environment.
Hospitality:
Welcome, Greet, Assist all gallery visitors
Develop conversant knowledge of current and upcoming exhibits, events, programs
Answer front desk phone, assist callers or forward inquiries to the appropriate party
Support special events & programs
Maintain updated LeMoyne materials in lobby
Assist in highlighting gallery, exhibits or events at LeMoyne (coordinate with other staff)
Sales:
Proficiently operate the point of sale system (Clover) for transactions
Assist customers with sales on LeMoyne’s website (membership, class or event registration, etc)
Proficiently use Clover’s Consignable App to create and manage inventory
Ensure Shop is stocked with shopping bags, boxes, tissue, stickers, receipt paper, etc.
Properly track sold exhibit artwork, purchaser information, in binder at front desk
Create Bill of Sale for all sold Exhibit artwork
Maintain organized and current gallery shop records and forms, including:
Current exhibit info (Docent reference binder)
Volunteer Check in
Gallery Visitor and Event attendance tracking & reporting
Current Exhibit artist forms (W9s, ACH, inventory)
Current Exhibit sales
Turn in cash count sheet, sales reports & deposits to Office Manager
Artist Communication and Artwork Handling:
Assist with organizing, storing, displaying, or packing artwork
Including exhibit artwork, shop/holiday artwork (consignment), sold artwork, auction donations, artwork to be shipped, etc)
Coordinate with curator and shop artists about shop (consignment) inventory drop off & pick up
Build relationships with existing Artists in Gallery Shop, assist curator to scout new potential Artists
Communicate with Artists about procedures, collect and process artists’ forms.
Assist Curator with displaying or back-stocking approved inventory
Work closely with Office Manager to Generate sales reports (Artist Transmittals), and ensure artist payments are correct.
Send Artist Transmittals to Gallery Shop artists, cc Executive Director
Assist with Artist Transmittals for Holiday Show or Exhibits
Keep artist inventory and forms organized and moving (don’t let it sit out)
Create/Add artist biography cards for shop displays, as needed
Stay current and familiar with all Gallery Shop policies and artists
Community Connections Coordinator (Volunteer and Intern Coordination):
Identify appropriate volunteer tasks and needs
Handle communication with volunteer task force – opportunity announcements, etc. (email)
Create & update volunteer schedule (signup.com)
Review submitted volunteer applications, maintain volunteer contact database (Airtable or DV)
Assist in events planning and facilitation
Identify and build on existing volunteer and internship sources (universities, high school clubs)
Identify new and facilitate existing community partnership participation
Assist with events set up and break down
Facilities:
Perform Opening and Closing Procedures (see opening and closing procedures poster)
Perform or Delegate Daily Procedures (see daily procedures poster)
Walk through to ensure facilities and grounds are clean and tidy, outside and inside. Note anything out of the ordinary and report, fix, and/ or delegate as appropriate.
Reporting:
Attendance: Daily tracking and weekly reporting of visitor attendance data, for Director’s reports
Daily Sales (retail/internal): Count cash drawer and record at the start/end of each day/shift
Artist Transmittals (on schedule): Artist sales reports and payments to artists
Inventory: Frequently Monitor sales in Clover to ensure inventory is tracking correctly
Exhibit Sales: Update exhibit binder
Impact: Compile Survey data (can be delegated)
Other duties, as needed or assigned
Qualifications and Skills:
Great verbal and written communication skills
Comfortable interacting with the general public with a high level of professionalism, friendliness and courtesy
Ability to direct volunteers to accomplish a variety of tasks
Quick thinking and problem solving
Ability to prioritize or switch between many tasks
Self-motivated and good work ethic
Pro-active and organized
English fluency, secondary language may be helpful
Proficiency in sales math (arithmetic, percentages, etc)
Education and/or Experience
Undergraduate degree
Sales and retail experience
Tourism or education experience
Computer proficiency
Prior experience in fast-paced environments
Team experience
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Responsible accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment
Work is to be performed on-site,
Lifting up to 50 pounds may be required,
Events, including Holiday Show, may require additional hours. Occasional weekends and evenings required.
Compensation and Benefits
Full-time, hourly, 40 hours/week,
Starting pay: $15-$17/hour, depending on experience,
Tuesday through Saturday 10:00 AM – 6:00 PM,
2 weeks paid time off (PTO), plus 6 paid holidays (Holiday Pay),
Health insurance available
LeMoyne Arts is an equal opportunity employer. LeMoyne values diversity, equity and inclusion, and we foster a culture of safety, empowerment, trust and respect. We seek diversity of ability, background, experience and thought. Both within our organization, and in our offerings to the public, LeMoyne will not discriminate because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition or any category protected by local, state or federal laws.
To Apply
Promptly send your resume and cover letter to arielle@lemoyne.org. Candidates selected for an interview will be asked to provide three professional references in advance of the interview.